Executive Assistant To Chief Operations Officer

One of our major banking clients is looking for a dynamic Executive Assistant-Strategic Partner- Must have Banking experience.

Location: Toronto, ON – Hybrid

ROLE MANDATE:

*** The candidate will be acting as a strategic partner to the head of strategic business operations who reports to the COO***

This exciting role will have you working with top-notch professionals in managing calendars, and daily activities and providing white-glove customer service to various internal stakeholders on their behalf. The ideal candidate will have supported senior leaders and/or executives for no less than 5 years and have a strong command of the English language, in addition to an effortless ability to articulate ideas both orally and in writing. This role is part of a larger team of administrative resources which requires backup coverage for colleagues and, therefore, gaining knowledge of different lines of business within the ERPM (Enterprise risk and Portfolio Management).

JOB DESCRIPTION

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

RESPONSIBILITIES BUT NOT LIMITED TO:

·Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives.

·Builds effective relationships with internal/external stakeholders.

·Breaks down strategic problems, and analyses data and information to provide insights and recommendations.

·Gathers and formats data into regular and ad-hoc reports, and dashboards.

·Leads the planning, coordinating and implementing of department events.

·Provides senior-level administrative and operational support within a large, diverse team including one or more senior executives.

·Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.

·Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.

·Provides input into the planning and implementation of administrative programs.

·Coordinates and monitors budgets and reports on results vs. budget.

·Provides coaching and mentoring to more junior administrative assistants to support them in developing the capability to carry out current job accountabilities.

·Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements to support smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.

·Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.

·Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).

·Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.

·Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements

·Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.

·Makes travel arrangements, booking flight/hotel reservations as needed.

·Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building-related matters including incoming/outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.

·Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

·Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.

·Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).

·Collaborates with internal and external stakeholders in order to deliver on business objectives.

·Organizes work information to ensure accuracy and completeness.

·Focus may be on a business/group.

·Thinks creatively and proposes new solutions.

·Exercises judgment to identify, diagnose, and solve problems within given rules.

·Works mostly independently.

·Broader work or accountabilities may be assigned as needed.

QUALIFICATIONS:

·5+ years experience with supporting executives who have a dual mandate

·3+ years of consistent project work

MUST HAVE REQUIREMENTS:

·Verbal & written communication skills

·Collaboration & team skills

·Analytical and problem-solving skills

·Influence skills

·Confidentiality

·Microsoft Excel & PowerPoint advanced skills

·Pro-active

NICE TO HAVE:

·5+ years of supporting executives who have a dual mandate.

·Experience with working with CFOs

·3+ years of consistent project work

·Advanced Excel/ Powerpoint experience (able to articulate and tell a story)

·Someone who is more of a strategic partner rather than a reactive EA.

·The candidate will be acting as a strategic partner to the head of strategic business operations who reports to the COO.

·Someone who is able to take the lead and look for solutions.

EDUCATION

- Highschool diploma, minimum

Please read the job description above. If this interests you, please send an MS Word version copy of your updated resume (ASAP) along with your salary expectations, first available date and a telephone contact number: E-mail to [email protected]